Finance VLOG Series Tip #5: Dealing with 999 Line Limit in SAP

By Clinton Jones on March 8, 2016

VLOG #5: How to Deal with 999 Line Limit in SAP

In SAP, there is a system limitation that doesn’t allow you to have more than 999 line items per FI document. There are a number of workarounds that you probably already know about, but you might not know that Winshuttle has a few simple solutions that can help you deal with this limitation. In this VLOG, learn how Winshuttle for Journal Entry and Winshuttle Transaction can help you overcome setbacks from the 999 line limit in SAP.

Watch the VLOG


999 Line Limit Video Transcription

Hi My name is Clinton Jones and I’m a Director of Product Management at Winshuttle. And I thought today I would try to help answer the question: “How do we deal with the 999 line limit that exists in SAP for manual journal processing?” So there are two different ways you can look at this. The first is in the context of our Studio product, which comprises several pieces, but is principally made up of a Transaction recording in SAP, and Journal Entry. Now the big difference between these two products is that Journal Entry comes with a bunch of pre-built templates, (in fact more than 40 of them) and Transaction is a build your own. So you record the Transaction you wish to automate, and you then use it accordingly. Now within Journal entry, we have a feature which we refer to as IDS – Intelligent Document Splitting. What this allows you to do is to set a threshold effectively for how long you want your documents to be. So if I have a 1,000 line document for example, I can set my threshold to 500, and then what would happen is the intelligent document splitting would automatically split that document into two pieces. And would post two documents into SAP with the same header.

On the Transaction side the approach would be slightly different, because here we start with Excel data in the middle, and we then layer that with a Transaction script (so you could record a Transaction script for FB50 or FB-02 or FB01, etc), and that would be your Transaction script that is applied to that Excel data. Then if you wanted to split the document what you would do is extend that further, using the Winshuttle extensibility layer and that would involve using something like a Macro or perhaps some VBA. Ok we don’t need the Macros with Journal Entry because it’s already built into the product; but this is how you would extend it on Transaction. And Transaction actually comes delivered with a bunch of macros with different functions, and one of them is in fact the one with the document splitting macro. So that is how you would handle that on the Transaction side. This is fine for single users or for small work groups, but then when we look to the enterprise, there is a slightly different aspect to that as well because now what happens is you have many users participating in the process, and you want a very robust approach to handling it. So you could take all of the activities, in Transaction and within Journal Entry and push them across to Foundation – but in Foundation you also have the option of a web form of course. And what you could do is within your Composer form, what you could do is set an upper limit to the total number of lines that effectively could be entered into the form, and you could set that to a threshold as low as 500 or you could set it up to something like 995 or something like that. Of course it all depends on how your SAP system is configured.

Don’t miss the previous VLOGs in this series:

VLOG Series: 5 Tips to Improve Finance Operations Efficiency

Finance VLOG Series Tip #2: Automation

Finance VLOG Series #3: Flow of Work

Finance VLOG Series #4: Embrace Excel

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